Chapter 12 BEP (P12-1)

Edit 11 …

Table of Entities andn Activities for Internet Payment Platform
1. Receive request for purchase from various department
2. Enter purchase order
3. Store PO in database
4. Print pO
5. Sign PO 1.0 Prepare and record PO in BEPMIS
6. Mail PO to supplier
7. Extract and formant POs
8. Send formatted POs to enterprise adapter
9. Convert PO into XML
10. Translate and encrypt POs
11. Send POs to IPP.
12. Store POs on database 2.0 Extract, format, and record PO in IPP database
13. Notify supplier via email
14. Log on to IPP and read PO
15. Decide if can respond to electronic PO
16.Provide goods and services 3.0 Provide goods and services
17. Send goods and packing slip
18. Receive goods
19. Enter receipt data
20. Send goods to warehouse
21. Record receipt 4.0 Record receipt


 Control Goals of the Operations Process
 Control Goals of the Information Process
Recommended Control Plans
 Ensure Effectiveness of Operations

Ensure Efficient employment of resources ()
 Ensure security of resources ()
 For PO & Receiving Data Inputs ensure:
 For the PO IDMS Master data, ensure:

A
 B
 C

IV
 IC
 IA
 UC
 UA
Present Controls









P1 Preformatted Screen


P1


P1
P1
P2 Well designed Document


P2


P2
P2
P3 Online Prompting


P3


P3
P3
P4 Print PO

P4

P4



P5 Sign and Mail
 P5
 P5


P5



P6 Automatic Data Entry


P6
P6
 P6
 P6

P7 Encryption of Data



P7




P8 Send PO via Email
 P8

P8






































Missing Controls









M1 Preprogrammed Edit Checks


M1


M1

M2 Computerized Batch Comparison



M2
 M2
 M2
 M2

M3 One-to_One comaprison



M3
 M3
 m3
 M4
 M4
 M4






















Legend:











Please enter the explanations ("how") for the control matrix below:


P-1 Preformatted Screens
  • Efficient employment of resources - By using preformatted screens, it will reduce the amount of time needed to enter the PO into the system.
  • Input accuracy: The use of preformatted screens will ensure that the information that is input is accurate into the BEPMIS system.
  • Update accuracy: The use of preformatted screens will ensure that the input loaded into the BEPMIS system is accurate, which ensures that PO IDMS master data is accurate.

P-2 Well-designed document
  • Efficient employment of resources - By ensuring that the PO is well designed, it will reduce the amount of time needed to enter the PO into the system.
  • Input accuracy: By having a well-designed document, it will help ensure that the information input into the system is accurate.
  • Update accuracy: By having a well-designed document, it will help ensure that the information in the PO IDMS master data system is accurate.

P-3 Online Prompting
  • Efficient employment of resources - By having online prompting, it will reduce the amount of time needed to enter the PO.
  • Input accuracy - By having online prompting, it will ensure that the PO information input into the system is accurate.
  • Update accuracy - By having online prompting, it will ensure that the PO information in the PO IDMS master data is accurate.

P-4 Print PO
  • Ensure effectiveness of operations (A) -
  • Input validity - Ensures that the information input into the system is valid.

P-5 Sign and Mail
  • Ensure effectiveness of operations (A) -
  • Ensure effectiveness of operations (B) -
  • Input validity -

P-6 Automatic Data Entry
  • Ensure efficient employment of resources -
  • Input validity - By having an automatic data entry, it will ensure that the POs are valid.
  • Input completeness - By having automatic data entry, it will ensure that the POs are complete.
  • Input accuracy - By having automatic data entry, it will ensure that the POs are accurate.

P-7 Encryption of Data
  • Ensure security of resources - By encrypting the data, it will ensure that the data is secure.

P-8 Send PO via Email
  • Ensure effectiveness of operations (A) -
  • Efficient employment of resources - By sending the PO via Email as opposed to regular mail, it will save time as well as needing additional resources (employees) in mailing the PO to the supplier.

M-1 Preprogrammed edit checks
  • Efficient employment of resources - By having preprogrammed edit checks, it would save employee time in performing edit checks.
  • Input accuracy - By having preprogrammed edit checks, it would ensure that the PO input into the system is accurate.

M-2 Computerized Batch Comparison
  • Ensure security of recources -
  • Input validity - By having computerized batch comparison, it would ensure that the POs are valid.
  • Input completeness - By having computerized batch comparisons, it would ensure that the PO is complete.
  • Input accuracy - By having computerized batch comparisons, it would ensure that the PO is accurate.

M-3 One-to-One Comparison
  • Ensure security of recources -
  • Input validity - By matching the packing slip with the PO, we would reduce the possibility that an invalid purchase/receipt has been made.
  • Input completeness - By matching the packing slip with the PO, we would ensure that all events were input.
  • Input accuracy - By matching the packing slip with the PO, we would ensure that all events input into the system were accurate.
  • Update completeness - This would ensure that the master data is complete.
  • Update accuracy - This would ensure that the master data is accurate.